Feb/Mar 2019 ULMS Update

Created by brandon dudley (Unlicensed)
Mar 22, 2019
7 min read

Project Management

  • Campus check-in calls were completed in early February. Report on common and important themes will be shared with the campuses on March 20. This report will be shared with the ULMS Steering Committee, campus contacts, COLD and Ex Libris. Next steps will be to work with Ex Libris to understand and address the issues detailed in the report.

  • CO met with Ex Libris in early March and discussed best approaches for improving support responsiveness and addressing Alma Analytics performance.

Analytics

Working Group

  • Continued to support ACRL reporting as survey period closes

  • Policies

    • Guidelines to include topics such as naming, sharing, backup, retention, and removal of outdated reports

    • The group will update/refresh policy regarding access to NZ Analytics; original was never formally adopted, so will submit updated version to Steering Committee

    • The group is also working on a new policy and set of best practices around use of the Analytics Community folder

    • The group is working to identify and articulate best practices, policies and procedures

  • Training

    • The group understands that training is an ongoing need within the CSU

    • The group is working with Brandon to consider the best options for providing training, including webinars, in-person, or a hybrid approach

    • Karen Schlesser and Lauren Magnuson will coordinate with RM group to provide some training through the Tech Services Open Forum

  • Analytics & Assessment FC has a number of Task Groups, some in collaboration with other FCs.

    • Data Visualization TF - requested COLD input for the next Dean's Dashboard iteration

    • ACRL/IPEDS reports - January crunch time yielded a number of inquiries.

    • SRU (Search + Retrieve via URL) - application demo ready in the next couple of weeks.

    • Resource Sharing

      • Dashboard: NZ/Shared Folders/California State University Network/Dashboards/CSU Resource Sharing

      • Cost per Use study

      • Frequently borrowed titles/subjects

      • Looking at a variety of failed request/borrowing reports to create tools. e.g., immediate cancellations may point to config. issue

Resource Management

Chancellor’s Office

  • NZ record cleanup completed for e-resources. Marcus Jun completed the deletion of approximately 965K records.

  • Marcus Jun worked with the Resource Management group to change load settings for Marcive, as previously presented to the Coordinating Committee. This will ensure updating of existing portfolios whenever URLs change. Group will check records to ensure process worked as expected.

Working Group

  • NZ Management Group

    • NZ cleanup next phase: Group will assess approach to remove about 450K NZ records for print resources without inventory.

    • is currently checking the daily OCLC Loads and troubleshooting multi-match records;

    • is troubleshooting problem records in NZ, as reported by campuses (e.g., presence of local fields in NZ records; host records saved to NZ; brief records and record templates saved to the NZ; etc.)

    • monitoring electronic resource records in NZ without a portfolio – about 20k currently. May require reexamining this in OCLC.

    • Checked Marcive record load, which now included file of Updates, and no problems were identified;

    • Members (Israel and Luiz) participated in a meeting with Jessica to assess e-book record loads for Safari (updates and deletes). Decision: Weekly removal of Safari deleted records.

    • Next Steps:

      • Group decided to perform quarterly cleanup of NZ records for e-resources with no portfolio;

      • Group will perform NZ record cleanup for print with no inventory. (Israel devised a method to assess and compare records for bound-with during the “identify” phase to ensure NZ records for bound-withs would not be impacted. Sacramento, Pomona, and Northridge volunteered to create a list of all bound-with records to be used as comparison prior to NZ record cleanup.)

  • Technical Services Open Forum

    • Analytics Training for the TS Open Forum scheduled:

      • March 28: Resource Management Statistics (Karen Schlesser)

      • April 11: Analytics: Using Library of Congress Classification Reports (Lauren Magnuson)

    • Acquisitions/ERM Committee presented “Getting Started” document.

  • Resource Management Training Guide (Draft)

    • Draft completed and posted online. To be presented at TS Open Forum for comments.

    • Policy Review

      • Committee will complete review by March 22, 2019.

      • Committee will forward to ACQ/ERM recommendations from Resource Management on Policies/Best Practices related to acquisitions and e-resources for further review and consideration.

  • Resource Type Field

    • Ex Libris announced that the order of the resource type table has been updated. Per Development, due to issues with the 347 field, it is being removed effective with the April 2019 release. See Resource Type Field.

  • CSU TS Monthly Release Testing Group

    • Group’s site has been created. Meeting Notes and links to documents, including Monthly Testing Results, are now available.

Acquisitions & ERM

Chancellor’s Office

  • Updated the NZ Licenses for January renewals for the Opt-in resources. Users with access to the NZ licenses can also see the notes sections of the license after the March Alma Release update.

  • License Term upload script is working. The license term form has been filled out and sent to SDLC. SDLC is going to send the form to vendors and ask if the data in the form is correct. Corrected forms will be used to fill in the license terms in the NZ licenses.

    • Script can be shared with libraries to use on their local licenses.

  • Moved all ERM Weekly Updates online to Google Drive. The 2018 updates are also available online.

  • Technical Services Monthly Release Testing Group met for first time as an official task force. Confluence wiki page is located under Resource Management. There are links from the wiki page to the testing results document on Google Drive.

    • Results from testing will be shared during Tech Services Open Forum meetings.

  • Added a collection to the Alma NZ for the CSU Open Journals.

  • Springer Auto-Load profile was tested and implemented in the Alma NZ. The NZ Springer Journals e-collection is now updated by Springer using the CSU holdings file. Similar to the Elsevier Science Direct Auto-Load integration profile.

Working Group

  • The Working Group finished the Acquisition and ERM Getting Started document and posted it to the ACQ/ERM wiki. The document was shared in a Tech Services Open Forum and feedback for the form was requested from the group.

  • The group is working on an ACQ/ERM contact list. The list will be used to contact designated people at each campus for acquisitions and ERM.

  • The group is reviewing the old Acquisition and ERM policies and noting which ones need to be updated or archived on the wiki. Due date for reviewing policies is April 1, 2019.

  • The group is looking for topics for acquisitions demonstrations or presentations on acquisitions-related topics for the TS Open Forums. Looking for best practices tips or workflows for acquisitions.

Resource Sharing

Chancellor’s Office

  • Scheduled conference call with Tricor/Unity to figure out how to resolve ongoing issues with courier service. Gathering feedback from all campuses via office hours and e-mail.

  • Pulled, interpreted and presented CSU+ program data to COLD on 3/1. Presentation also discussed CSU+ philosophy document sent to COLD mid-February. Philosophy was approved with a friendly amendment. Writing up the amendment for approval.

  • Monitoring progress of Alma’s discontinuation of full OAI publishing jobs in relation to monthly publishing to RapidILL.

  • Day to day troubleshooting and CSU+ support:

    • suppression of ILLiad links in Primo

    • system-generated recalls of CSU+ loans

    • CSU+ request rejection analysis at a single campus

    • applying work arounds when Alma gets stuck in the shipping process (see case 00613922)

    • shipping more items on already shipped requests

    • removing CSU+ request link from the link resolver page

    • CSU+ lending request not communicating with borrowing institution

    • items appearing on hold shelf but not physically received in shipment

    • Recreating and shipping requests cancelled in error

    • alumni requesting CSU+ material



Working Group

  • Presented CSU+ update to COLD on March 1st

  • Formed a joint Fulfillment/Resource Sharing task force to improve and clarify the Lost/missing/damaged CSU+ item workflow

  • Discussed floating collection proposal from Fullerton and followed up with questions for the Steering Committee

  • Tested new conditional message functionality for CSU+ requests

  • Evaluated if workflow profiles need any changes. Some workflow profiles that were turned on by Ex Libris at launch are unused so we are turning them off to clear up any confusion.

  • Wiki policies are up to date. Revisiting the policy on lost book payment to see if it can be improved.

  • Met with Lauren Magnuson about the Tipasa Task Force’s report. Will be made public from her group shortly.

Fulfillment

Chancellor’s Office

  • Day to day troubleshooting and support:

    • circ desk transit error preventing returns

    • holdings not displaying in Alma

    • Formatting letters

    • Overdue/lost loan profile issue fixed with March update - tracking testing

  • Working closely with members of FFC to outline success factors in course reserves programs

Working Group

  • Creating and testing Network Zone analytics to identify what institutions have particularly robust course reserves programs. This has proved to be challenging. We are continuing to develop and fine tune reports.

  • Investigating the impacts of anonymizing patron borrowing and request history as well as letter retention as regards protecting patron privacy versus troubleshooting and the ability of patrons to view their loan history in Primo. After we understand all the implications, we will come up with recommended history and letter retention.

  • Joint FFC and RSFC task force created to come up with recommendations for standards of condition for books lent to other institutions and books returned to borrowing institution.

  • FFC members have agreed on CalState Walkin User recommendations and have delivered them to the ULMS steering committee.

  • Fulfillment Open Forum was held on February 26th with 35 attendees. Demonstrations included:

    • Request Pickup Configuration

    • E-reserves: how to set up in Alma and how to discover using the enhanced course reserve search

    • Marking a location as unavailable to allow requests even if the item is in place (e.g. for course reserves, special collections, etc.)

    • Out of the box reports—changes needed since new release

    • New release--Lost and Paid items. Demonstration and overview of potential issues.

    • Recording link is included in the meeting notes with the start time of each demo noted.

Discovery

Chancellor’s Office

  • Together with the UResolver Taskforce, work continues on developing a better implementation of the link resolver in OneSearch. Desired outcomes include more user-friendly display of holdings information and an improved resource sharing request link. A demo of the new link resolver will be presented at an open forum later in the spring semester. Testing and/or pilot will take place over the summer.

Working Group

  • Working on a recommendation for adding default and optional features to OneSearch

  • A Discovery Open Forum was held on February 23. Presentations and topics included the following.

    • Ryan Schwab shared results of Primo UX testing conducted at CSU Chico

    • Zacharry Williams shared new course reserves app in production at CPP.

    • UX TF recommendation

    • Dave Walker discussed goals and timeline for link resolver project

    • Uresolver task force continues to work on developing improved Get It UI and functionality.

    • Uresolver task force will provide update at next Discovery Open Forum on April 10.

    • Committee will review Discovery UX Recommendation - Spring 2019 and propose changes as necessary. We will ask for feedback at April 10 open forum.

    • Recommended improvements will developed over the summer with the goal of making available for fall.

    • We will ask campuses to contribute information on how they are measuring usage in Primo.

    • The committee will produce a wiki page with contributed analytics practices and complete the Data Points and Analytics Mapping page.

    • Norm rule changes will be implemented at the end of the semester.